Recurring sessions
Most casework repeats. If you see a family every Tuesday and Thursday, you shouldn't have to schedule that visit twenty times. Set the pattern once and FCR creates the whole series.
Creating a series
Start a session the way you normally would — + Schedule on the Schedule page, or from a case — then change Repeats from "Does not repeat" to a pattern:
- Weekly — pick the days of the week, and how many weeks apart. Every week, every other week, every third week; whatever the case actually needs.
- Monthly, on a date — the 15th of each month, for example.
- Monthly, by weekday — the 1st, 2nd, 3rd, 4th, or Last Tuesday of the month.
Then say when it should stop: after a number of sessions, or by a date.
The preview is the real thing
Before anything is created, FCR shows you the actual dates it will schedule — not an estimate. If the pattern can't produce everything you asked for, it tells you plainly why, in words:
Only 5 sessions fit before the authorization ends.
That sentence matters more than it looks. A series stops at whichever of these comes first:
- the number of sessions you asked for,
- the end date you chose,
- the referral's authorization end date, or
- the 52-session ceiling (FCR won't create more than 52 at once).
The preview runs the exact same logic that creates the sessions. The dates on screen are the dates that will exist. If the preview shows nothing, it says so rather than staying quiet — usually because the case's service period has already ended.
Two things worth knowing before you commit
A truncated series doesn't grow later. If the authorization cut your series short and the authorization is later extended, the missing sessions do not appear on their own. Create a new series for the additional dates — FCR won't silently add visits to your calendar weeks after you scheduled them.
Daylight saving time is handled, and told to you. If a repeat lands on a wall-clock time that doesn't exist on that date (the spring-forward hour), FCR shifts it forward by the gap and says so in the preview. If it lands on a time that happens twice (fall-back), it takes the earlier one.
Overlaps are reported, not blocked. If a date in the series collides with something already on your calendar, the preview points it out and still lets you create it. Planning is allowed to overlap — the strict no-overlap rule applies to documented billable time, not to plans.
Cancelling: one visit vs. the rest
These are two different actions, and FCR keeps them separate on purpose.
Cancelling one occurrence — delete that session the way you'd delete any single scheduled session. Nothing else in the series is affected.
Cancelling the rest — use Cancel the rest… from the Recurring series card on the Schedule page, or from the session itself. This removes every remaining upcoming session in the series at once.
Before anything happens, FCR shows you exactly which sessions, by date, and how many. You confirm against that list.
Only upcoming, unresolved sessions are removed. Anything in the past, anything already in progress, and anything already cancelled, completed, or marked no-show stays exactly as it is. If there's nothing left to cancel, FCR refuses and tells you why rather than appearing to do something.
Who can do what
- Creating a series — any staff member, for their own calendar. A series is created for the person creating it; you don't schedule a series onto someone else's calendar.
- Cancelling the rest — the person who created the series, or a supervisor, practice manager, or admin.
If a supervisor or manager cancels someone else's series, that staff member gets one notification — "N upcoming sessions were removed from your calendar because the recurring series was cancelled" — not one per appointment. Cancelling your own series is silent; you already know.
Frequently asked questions
How many sessions can one series create? Up to 52. If you need more than a year of weekly visits, create a second series when the first runs out.
My series stopped earlier than I asked for. Why? The preview said why at the time — almost always the referral's authorization end date. Check the case's authorized period.
The authorization was extended. Will my series extend too? No. Create a new series for the new dates.
Can I change the whole series after creating it? Not as a series — the sessions exist individually once created. Edit a single session on its own, or cancel the rest and schedule a new series.
Someone cancelled my series. Where did my sessions go? See the Removed from the calendar panel on the Schedule page — it lists what was removed in the last 30 days and why.
Need help with something this guide didn't cover? Contact support and we'll walk you through it.